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What Educational Institutions Need to Know About Archiving Electronic Communication

Educational institutions need to ensure compliance to electronic communication regulations and guidelines to help ensure that students, teachers and other school personnel are protected from the risks associated with email and social media misuse including cyberbullying, harassment, violence, and other potentially harmful situations.



  • Family Education Rights and Privacy Act (FERPA) — law giving students and parents the right to inspect and review the student’s education record, can apply to messaging data in the form of email, social media and text messaging.
  • 5 U.S.C. § 552, As Amended by Public Law No. 104-231, 110 Stat. 3048 (The Freedom of Information Act) – Government agencies, such as public schools, colleges and universities, shall make available copies of all records, regardless of form or format. Unlike other regulations, the law doesn’t specify how long organizations must retain their email, social media, or mobile messages (text messages). But an agency’s IT department must adhere to the information request within 10 days of its receipt.
  • Many states have “Sunshine Laws” or Freedom of Information Laws, in addition to the Federal laws.

Prevent cyberbullying, harassment, violence, and other harmful situations with these features:

  • Keyword scanning to monitor email and block and/or flag harmful content
  • Social media monitoring and archiving

GWAVA® Solution

GWAVA helps ensure compliance with regulations and protects your messaging environment with messaging security and unified archive solutions.

Unified Archiving and Messaging Security is Key

Retain™ Unified Archiving provides multi-platform unified archiving of email, social media, and mobile communication. Retain also includes built-in eDiscovery, and publishing for organizations looking to reduce costs, manage complexity, and mitigate risk on-prem or in the cloud.

GWAVA Messaging Security provides signature-based, zero-hour antivirus and anti-spam protection on-prem or in the cloud. This solution uses the latest technology to ensure that your messaging system and network are free of viruses, malware, and spam. GWAVA scans for keywords in email to block, flag and alert harmful content. Additionally, GWAVA monitors network traffic to prevent pornographic images and protects against cybercrime and DoS/DDoS attacks.

How Does Retain Address Regulatory Concerns within Education?

Multi-Platform Unified Archiving

All Messaging data, including email, social media, instant messaging and web search data, is archived into one unified archive. Retain gives you the ability to search, publish, and perform eDiscovery from one central location.

Flexible Archive Access

The Retain Archive can be browsed and searched directly from multiple access points, including: the end-user email client, the Retain mobile app, the browser-based web access client, and the Offline Archive Viewer. Plus, archived data can be exported to a portable stand-alone archive viewer.

Policy-Based Unified Archiving

Retain provides fully configurable policies that allow you to define the specific email, mobile, and social media communication data you want to archive. These policies allow you to define what is archived based on mailbox type, message source, item type, message status, the age of the message, and attachments. You can also filter by folder and attachment type. In addition, Retain has the ability to implement retention policies for all archived data.

Social Media Archiving & Oversight

Retain Social™ provides archiving, monitoring, and data insights. This enables organizations to perform eDiscovery, review messages in context and help determine the tone of all posts and pictures for Facebook, Twitter, LinkedIn, Instagram, Flickr, Pinterest, and Google+. Plus, you get archiving for all YouTube and Vimeo videos and comments.

eDiscovery Regulatory Search

Administrators, records management, and other authorized users can perform the following essential functions with Retain, eDiscovery and regulatory searches including: place litigation holds, print, forward, save, redact and export with the built-in tools.

Compliance & Control

GroupWise, Gmail, Exchange, and Office 365 lack critical capabilities that can put your organization at risk for data loss and compliance violations. Therefore, the standard archiving functionality of these systems is not enough for the enterprise. Retain solves this problem by disabling auto-purge, supporting SmartPurge, allowing for archive policy control, supporting export to PDF, allowing archived messages to be restored to the inbox, allowing for redaction on exported messages and prohibiting message alteration or deletion. These features help ensure your data archive is complete and compliant. 

Web Access Archive Viewer

Only Retain offers an easy-to-use browser-based interface with powerful search tools that let you quickly access, search and perform eDiscovery on the archive.

Open Records Search

Be ready for any open records requests for email, mobile, and social media messages. 

Complete Export Functionality

Export the data easily into either PST, PDF or stand-alone archive viewer formats. The exported file is fully indexed, searchable, and includes a table of contents for quick browsing. 

Redaction Control

Exported data can be redacted, ensuring that personal information, or other redacted items do not become part of the open records request. 

Litigation Hold

To protect any email that may potentially be involved in future litigation, Retain can flag an archived item, or an entire email account, to protect it from any deletion or actions until the hold is removed.

Audit Trail

Retain creates a searchable audit trail of all administrators and users that have permission to search the archive, enabling you to have record of all activity.

Configurable Permissions

Use the Access Control list to grant users, administrators, or others, access to the features and functionality of the Retain system, based on the roles you set. 

End User Mailbox Management

Easily search and restore with the Retain Web Access Archive Viewer. Give end users the ability to: Search, forward, print, restore messages, access, search and view messages in their original context without administrator support.

Fast & Easy Retrieval

Retain contains a built-in Lucene® indexing engine or the Retain High Performance Indexing Engine (for larger deployments).

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For more information contact us at or 1 866.GO.GWAVA

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